Medical Records Admin Clerk

7 months ago

Warrington, United Kingdom Warrington and Halton Teaching Hospitals NHSFT Full time

To communicate daily with Trust staff both in Medical Records and throughout the Trust this includes wards and departments, and external organisations, either face to face or on the telephone. To answer telephone calls from patients to record the outcome of the Outpatient waiting list validation. To liaise with Managers and Team Leaders daily and act upon any specific tasks required. Responsible for the timely provision of case notes to support patient care for both inpatients and outpatients.

To maintain a filing system for patient case notes ensuring patient case notes are filed correctly in a timely manner and are available for every attendance. To print patient lists for patients attending the Trust and record the movement of case notes using Lorenzo. To retrieve and prepare case notes for attendances to the agreed standard of preparation ensuring the relevant documentation is available for the clinicians when the patients attend the Trust. To track the location and movement of patient case notes on Lorenzo.

To weed/sift case notes identified to be sent to the off-site storage facility. To create, update and amend patient case notes as required. Amalgamating duplicate case notes and replacing case note covers if necessary. To send and receive case notes to and from other designated sites as required daily prioritising any urgent requests.

Load boxes with case notes to be sent to other sites such as Off-Site Storage. Organise own day to day work tasks in relation to case note provision as determined by the Team Leader and Department Managers. Physically move case notes around the Trust using equipment provided such as trolleys, ladders and kick stools. To comply with all department/Trust policies and procedures to ensure an accurate and consistent service is provided at all times.

Regularly attend departmental meetings and contribute positively to discussions about the improvement of service provision. Maintain supplies of resources and report to management when low. To assist with training new or less experienced staff by explaining departmental practices and procedures when necessary. To allow new starters to shadow various duties such as filing, retrieving, and preparing case notes for patient attendances.

.To take part in/assist with audits in your own work environment as required. To attend all mandatory training in accordance with trust policy. Use a keyboard for day to day working and be able to use basic office equipment safely ensuring accuracy and dexterity. Undertake quality assurance of images, reviewing images following scanning against the department SOP for quality checking and raising issues if identified with a Team Leader/Manager.

Record validation outcomes and send relevant documentation to patients and GPs using system generated letters. Occasionally may be exposed to distressing images contained within patient case notes. This job description outlines the current main responsibilities of the post. However, the duties of the post may change and develop over time and this job description may, therefore, be amended in consultation with the post holder.

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